View Full Version : Positions Definitions/Outline

08-03-2009, 9:51 AM
I looked in here last night to get info on the upcoming Glendale gun show and was dismayed to see that the booth was canceled. The friend from out of town I was expecting this upcoming weekend canceled due to a car accident and I wanted to come out and see the booth. I fully understand the reason for the cancellation and agree with it but it brought to mind a question or two.

Do we have an outline of what an Event Coordinator is expected to do, requirements and responsibilities and list of resources both available and necessary to provide or acquire?

Do we have a similar thing written up for volunteers?

I think a stickied thread with an outline of these crucial positions would be a useful tool and give people an idea of what is needed and what to expect.

08-03-2009, 2:26 PM
Hmmm, a little over four hours and no response?

Well from my end of the event functions, I send out what apparel items (http://gunsr4.us/) the local event coordinator and Brandon (wildhawker) decide they want to sell at any particular show.
Typically it will be 5 each of lg & xl T-shirts (most common) of 2 or maybe 3 designs. Then 5 or 10 hats of 2 designs.
I also include the little Constitution booklets (https://secure.heritage.org/PocketConstitutions/?src=first) from Heritage Foundation to give away to the show goers, not to sell.

I'll send along a stack of the Calguns logo stickers and a stack of the bumper stickers.

I'm also looking at sending the book "The 5,000 Year Leap" (http://www.nccs.net/ftyl.html) as a give away items.

Once a list is generated of things they want I'll put it together and send it to the local show coordinator. Brandon receives the invoice.

That's from where I sit.

The purpose of the shows booth is not to sell apparel items but to promote Calguns.net by speaking with the showgoers about the information available on the Forum. Some of the Volunteers bring in their individual firearms to show what we can have in California. Some bring them in to show off their handiwork. Either way its all done through the info gleaned from Calguns.
The apparel items are merely as an indication of something bigger than a fly by night org, a commitment if you will. Proceeds from the sale of items go to the Foundation.

I've started a thread before to get the some feedback posted as far as what each entity does in a show but so far no serious discussion evolved.


08-03-2009, 2:47 PM

We're working on the outlines/descriptions for the various roles, and are not too far off. A stickied thread would be helpful.


08-03-2009, 4:14 PM
I agree a stickied thread would be great. I was hesitant to step up for event coordinator for Costa Mesa, but it really isn't that much added work over being a regular volunteer.

I would hope people are just holding back because they don't want to over commit.

On the flip side Kestryll, to make up for the lack of a booth at Glendar, you can certaintly make yourself welcome to come visit the booth at Costa Mesa!

Gator Monroe
08-03-2009, 4:19 PM
To Help Californias Image a Booth at Big Reno Show & Vegas & Arizona shows would be in order .

08-03-2009, 4:28 PM
I would seriously second that. More often than not I don't even do the bigger California shows any more, let alone the tiny ones around here (Stockton). But I try to make it to at least two of the Big Reno's every year. Quite of my California friends do, too.

08-03-2009, 9:22 PM
It would take 6 to 8 Volunteers willing to travel to Reno, setup and spend the night or two.
It's been out there for a while but no one steps up. Many agree, some say we must but no one has stepped up to my knowledge.


08-03-2009, 9:45 PM
It would take 6 to 8 Volunteers willing to travel to Reno, setup and spend the night or two.
It's been out there for a while but no one steps up. Many agree, some say we must but no one has stepped up to my knowledge.


Agreed, and I think we safely have 3-4 CGNers willing to road trip (although that is mostly me volunteering some very patient and flexible guys and a lovely wife without their express consent :43:).

That said, let's move this conversation to the suggestions thread and keep it focused on the positions/roles.

08-04-2009, 10:25 AM
A stickied thread would be helpful.

Brandon just let me know when you get something set up or if there is something you need!

08-04-2009, 11:21 AM
My first show as a volunteer was at the Orange County Show in June. It became fairly obvious, fairly quickly what needed to be done.

I'm all for a sticky with some basic guidelines, suggestions, and maybe even a photo or two so people can see what it looks like.

08-04-2009, 6:20 PM
Sorry about Glendale ,but this first year of doing the shows had to direct us as to where to throw our support to gain maximum effectiveness. Costa Mesa,Ontario ,and Del Mar are our strong points. We are also looking at Ventura to see if we can generate enthusiasm up there. Most of the shows in So.Cal have enough volunteers and support to see them thru the rest of '09 . I know that Del Mar was not on the CGN list for December ,but we are going to do the show anyway. {when the people lead ,the leaders will follow} The LA area and the San Diego area have their own "booth kits" and all that is needed to get up and rolling is the 'consumables' that are supplied by can'thave ,Eric,and Wildhawker. These guys are the backbone of this groundswell movement, and cannot be thanked enough for their dedication and support.
If you are in San Diego in October ,please stop by the booth. I am sure you will be pleased with the effort put forth by the 'gunners'.
And....you can have some donuts from our box of "FREE Donuts for LEO's". :) {I decided to add this perk after the 'donut incident' in July }
bplvr , CalGuns Southern California Regional Coordinator

08-04-2009, 6:22 PM
Well I just did Del Mar and this is what I did.
1. Keep in touch with the volunteers to make sure they were still on track.
2. Put together with all involved the list of items that we intended to sell (hats, shirts and other printed matter)
3. Had all items shipped to me so that I would have them for set up day.
4. I went to the show the Friday before to get everything into the hall.
5. Work the booth both Saturday and Sunday. After the close of each day I collected the money and sent it to Wildhawker.
6. You get to meet allot of CALGUNers and have a great time and make new friends.
7. I found that all of the volunteers that you work with make it very easy.
8. I worked with bplvr, wildhawker, can'thavenuthingood and eric myer and they made it an outstanding experience. I had such a good time that I would do this again without any reservation. If you are thinking of doing a show jump in you will not regret it.

08-08-2009, 6:01 AM
Anything up for Bakersfield?

08-08-2009, 3:16 PM
Im able to volunteer Any day(s) at the California state fair. Just tell me where to be and when. Im Self employed so just say the word. Reno possibly but for sure CalExpo

08-08-2009, 7:59 PM
I have booths at the Big Reno Show. I am not sure there are space left. Call Lou Fascio at Big Reno Show.

08-31-2009, 9:37 PM
any news on the big reno show? what dates are they and do you guys possibly need some help?

09-01-2009, 9:22 AM
While I'm not a fan of top-down planning, it would seem that there should be a basic list of items to sale/give away at a gun show. The list and quantities can be changed based on actual experience after each gun show. Coordinators/volunteers may want to add other literature, but should only do so with the approval of a CGN board member. It would appear that wildhawker should be coordinating this effort, or assign this task to an unsuspecting CGN member with knowledge of what materials are available.

With the merchandising side of things predetermined, the event coordinator can focus on coordinating booth setup, merchandise inventory, staffing, spending the money on beer, and wrap-up after the show (i.e., returning unsold merchandise and money).

As for volunteers, they should be responsible for showing up as promised, familiarizing themselves with all materials that will be available at the booth, be prepared to answer questions without arguing, dress conservatively and behave in a professional manner. The last thing we need is a poorly dressed slob wearing an offensive t-shirt and behaving like some cranky gun store FUD machine.

How people present themselves will leave a lasting image of Calguns. There is some risk involved, and there will undoubtedly be a few negative incidents, but a well informed, professional, enthusiastic (but not overly), well behaved volunteer will likely leave a good impression of Calguns regardless of how the public feels about the issue.

Purple K
11-27-2009, 5:27 PM
I'll be a Coordinator for events in my Area.

11-29-2009, 9:13 AM
I think a list of contacts should be created for every show area.


Have contacts for 3 coordinators for show area. The same guy/gal isn't going to always be available to do the whole weekend. These individuals should coordinate with each other and other near by coordinators to pick up required show gear stored at one persons house to lower overhead of shipping to each show coordinator.

Have contacts for people willing or interested to volunteer to work table. Give the list of contacts to each coordinator to contact and see if available and confirm availability of said individual a week or so before to ensure we can get information to show promoter in a timely manner with little to no problems.

Having more than one coordinator for each show is a huge plus as long as they communicate with each other. The reasons are obvious, but mainly you get more people willing to commit to our cause with little increased overhead compounded with less resistance from family members.

The coordinator should contact and forward all info to whom ever gets contacted for the show, purchased the table, or donated the table as soon as possible, a week prior if possible to ensure all volunteers are accounted for and names given to the proper individuals to ensure free admission.

I am willing to help with my area, but communication at the last show didn't come down until way too late.

Lets remember the seven P's.


11-29-2009, 9:16 AM
Another thing is we might want to have the law staff work out what we can and can't talk about to ensure we don't get the foundation in trouble.

pennys dad
11-30-2009, 1:35 PM
I attached the spreadsheet I used to coordinate a show

11-30-2009, 6:18 PM
I attached the spreadsheet I used to coordinate a show

Thank you for pass this file. We are working on setting standard which will apply to all shows. We thank you for you input and look forward to working with you and everyone else on developing a smooth working booths standard.

11-30-2009, 7:52 PM
I saw some of the pics from one of the recent shows, looks like it was well attended!

One thing that jumped out though wasn't that hot, the banner. It was all droopy and very sad looking. Maybe the future banners should be made with a "poll sleeve" along the top. That would require that someone source a 6 foot dowel and screw in eye screws on each end, but that's pretty easy and doesn't cost more than $8 - $9 - it sure looks a lot more classy and professional!

Of course you'll need to bring along rigging material - bungee cords or whatever - but that's also the case with grommet type set-ups. If there simply is no way to hang the pole you just run the rope through the sleeve, secure with a few bulldog clips, and secure the rope ends, again just like with grommets.

Kid Stanislaus
12-05-2009, 2:32 PM
Please keep me in mind for any shows in the Central Valley. I live near Modesto.

10-22-2010, 4:34 PM
Agreed, and I think we safely have 3-4 CGNers willing to road trip (although that is mostly me volunteering some very patient and flexible guys and a lovely wife without their express consent :43:).

That said, let's move this conversation to the suggestions thread and keep it focused on the positions/roles.

If and when yer looking for a Big Reno show volunteer; I'm in ...